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Program Operations and Data Coordinator

Join the CIVIX Team and help strengthen civic education in Canada

CIVIX is seeking a highly organized and detail-oriented Program Operations and Data Coordinator to join our team. This role will support civic education programs across Canada by managing program data and databases, coordinating election administration, and supporting digital projects, procurement, and financial processes.

About CIVIX

CIVIX is a national charity dedicated to strengthening democracy through civic education. Our programs provide school-aged youth with hands-on learning experiences that build the knowledge, skills, and attitudes needed for active and informed citizenship. Our work spans elections, democratic institutions, civic engagement, youth consultations, parliamentary simulations, constructive dialogue, and digital media literacy. Our programs reach hundreds of thousands of students and educators across Canada each year.

What You’ll Do

You’ll support CIVIX’s programs by managing complex information, coordinating administrative workflows, and helping ensure our data and systems are accurate, efficient, and well organized.

Responsibilities will include:

• Election Administration & Data Management – Collect, verify, and organize candidate information for Student Vote programs. Prepare candidate data for ballots and other election administration systems.
• Program Data & Quality Assurance – Maintain and quality-check registration, participation, results, outreach, and distribution data. Identify incomplete or inconsistent information and prepare reliable data for program delivery, distribution, reporting, evaluation, and analysis. Maintain accurate records and clear version control throughout election and program cycles.
• Communications Data – Create and maintain contact lists for program communications and reporting, including preparing, segmenting, and importing data into Mailchimp.
• Digital Projects & Systems – Support the development of CIVIX’s online resource hub and other digital projects by coordinating content, data, timelines, decisions, and deliverables across internal teams and external vendors.
• Procurement & Vendor Coordination – Support procurement processes, including requests for proposals and quotes. Maintain organized records related to vendors, agreements, deliverables, timelines, and payments.
• Processes, Systems & Documentation – Develop and maintain procedures, templates, checklists, tracking tools, and accessible electronic filing systems. Identify opportunities to improve workflows and support the introduction of new systems and processes. Handle program, candidate, and organizational data securely and in accordance with privacy and confidentiality requirements.
• Financial & Administrative Support – Support the reconciliation of financial information and assist with tracking invoices, expenses, purchase orders and vendor payments.

Who You Are

This role is ideal for someone who enjoys creating order from complex information and takes pride in accurate, well-organized work. You are comfortable working with spreadsheets and administrative systems, coordinating detailed projects, and collaborating across teams.

• Highly Organized – You can manage multiple workstreams, competing deadlines, and large volumes of information while maintaining accurate records.
• Detail-Oriented – You have excellent attention to detail and a strong commitment to quality control, consistency, and follow-through.
• Data & Systems-Minded – You are highly proficient in Excel and comfortable maintaining databases, tracking tools, and administrative systems.
• Process-Focused – You can document workflows, develop clear procedures, and identify practical ways to improve efficiency and accuracy.
• Strong Coordinator – You can track timelines, decisions, dependencies, and deliverables while working effectively with colleagues and external vendors.
• Adaptable & Dependable – You work independently, learn new systems quickly, and remain calm and organized during busy election periods with compressed timelines.

Qualifications include:

• Postsecondary education in business administration, public administration, project coordination, information management, or a related field, or equivalent experience.
• At least two years of relevant experience in program administration, data management, project coordination, or operations.
• Advanced Microsoft Excel skills, including formulas, lookup functions, pivot tables, data validation, and working with large datasets.
• Experience maintaining databases, administrative systems, or complex tracking tools.
• Strong written and verbal communication skills.
• Sound judgment when handling confidential or sensitive information.

Additional Assets

Experience with any of the following would be an asset:

• CRM systems, databases, or online administration platforms
• Data analysis, reporting, or visualization tools
• Website, digital product, or resource-development projects
• Bookkeeping, financial administration, or accounting software
• Mailchimp or similar email platforms
• French-language skills

Note: Because CIVIX is a non-partisan organization, employees are expected to maintain political neutrality during their time at CIVIX. Relevant recent political activities or affiliations should be disclosed during the interview process.

The Role & Perks

• Term: Full-time, one-year contract, with the possibility of extension based on performance and organizational needs
• Location: Toronto head office, three to four days in office per week
• Hours: 35–40 hours per week, with some overtime during active programs and flexible start and end times due accommodate various time zones
• Salary: $56,000–$62,000 annually, based on skills and experience, plus comprehensive health benefits after three months
• Vacation: 15 paid vacation days per year

To Apply

Send your cover letter, resume and two references as a single PDF attachment to hiring@civix.ca with the subject line “Program Operations and Data Coordinator.”

The deadline for applications is Wednesday, August 5, 2026.

CIVIX is committed to an inclusive and accessible hiring process. If you require accommodations at any stage, please let us know.

Join us in empowering young Canadians to become active and engaged citizens—apply today!